Attachment 1 - RFI for Travel System.pdf
PDF 146 KB Posted
- Attached to
- Request for Information - Travel System
- Solicitation number
- ORNLTravelRFI2026
- Issued by
-
Department of Energy
About this file
This is a Request for Information (RFI) issued by UT-Battelle, LLC on behalf of Oak Ridge National Laboratory (ORNL), a Department of Energy facility. ORNL seeks information regarding a modern travel system solution to replace its 25-year-old homegrown travel system. The organization operates with approximately 7,000 employees and processed between 13,500 and 17,000 trips annually over the past three years (4,200-5,000 unique travelers). The required solution must deliver travel reservation requests, online reservations, expense reimbursement requests, travel audit functions, travel analytics, multiple expense types, workflow approval determination, and employee and external vendor/non-employee payments. The system must be cloud-based or on-premises Software-as-a Service (SaaS) model.
Key technical and security requirements include Federal Information Security Management Act (FISMA) and regulatory compliance, complete compliance audit support, easily adaptable system configuration with customization capabilities, and role-based security management with workflow approvals. Respondents must provide a narrative summary not exceeding ten pages (excluding three exhibits) that addresses currently available travel solutions, DOE/Federal work experience with references, two similar-scope project examples with contact information, security and data protection methodology, and company contact details. Three detailed exhibits are required addressing high-level travel process requirements, cybersecurity and data protection information, and technical integration requirements. All responses must be submitted electronically to Terri Cleveland (clevelandtd@ornl.gov) by March 11, 2026 at 12:00 PM EST. This RFI does not constitute a solicitation or commitment to issue an RFP, and submission is not required for future consideration.
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Text version
01/24/2026 Travel System Request for Information
Travel System
Request for Information Overview
Oak Ridge National Laboratory (ORNL) is a multi-program science and technology laboratory managed for the Department of Energy (DOE) by UT-Battelle, LLC under Prime Contract No. DE-AC05- 000OR22725. Scientists and engineers at ORNL conduct basic and applied research and development to create scientific knowledge and technological solutions that strengthen the nation's leadership in key areas of science; increase the availability of clean, abundant energy; restore and protect the environment; and contribute to national security.
UT-Battelle, LLC (the company) is seeking a response to this Request for Information (RFI) for a modern travel solution to replace some or all of the current travel system, while enhancing the laboratory’s travel business functions. The existing travel system is a 25-year-old, homegrown system that has limitations in functionality and reporting.
There are approximately 7,000 employees at ORNL. The travel data for the last three years is below:
The new integrated travel system will provide more effective transaction processing from the initial travel request through the end audit functions. The new travel solution will serve to streamline the travel process, improve the user experience, and provide staff with greater reporting and analytics capabilities.
Disclaimer: This RFI neither constitutes a solicitation, Request for Proposal (RFP), Invitation for Bid, or promise to issue an RFP in the future, nor does it restrict UT-Battelle, LLC to an ultimate acquisition approach. This RFI is issued solely for information and planning purposes and should not be construed as a commitment of any kind. RFI submission is not required to be considered for inclusion on the invitation to bid at a later date.
SCOPE – The scope includes replacement of some or all of its current travel systems while meeting cyber security requirements, and the capability to deliver the following functionality:
• Travel reservation requests
• Online reservations
• Expense reimbursement requests
• Travel audit functions
• Travel analytics
Year Traveler Count Trip Count 2023 4,200 13,500 2024 5,000 17,000 2025 4,800 16,400
01/24/2026 Travel System Request for Information
• Multiple expense types
• Workflow approval determination
• Employee and external vendor/non-employee payments
• Reporting functionality
• Software that is cloud-based or on premises, Software-as-a Service (SaaS) model
Key areas required to support the upgrading of such a travel system include:
- Provide software that is cloud-based or on premises solution Software-as-a Service (SaaS) model.
- Provide an end-to-end travel system which contains all phases of travel request process including travel reservation requests, online reservations, expense reimbursement request and approval, travel audit functions, and travel analytics.
- Provide a system that meets Federal Information Security Management Act (FISMA) and regulatory requirements.
- Provide a system that supports complete compliance audits
- System configuration options that are easily adaptable and include a process for customization.
- System configuration that provides role-based security management and workflow approvals.
SUBMITTAL REQUIREMENTS – The RFI submittal requirements consist of a narrative summary overview of up to maximum ten (10) pages (excluding responses for Exhibits 1, 2, and 3) in length.
The RFI response shall address the following:
• Describe currently available full-functioning travel solutions and capabilities.
• DOE/Federal Work Experience – summary shall identify relevant experience preferably working on a federal project. Provide contact information (email and phone no.).
• Provide examples of two (2) projects of similar size, scope, type, and function. Provide contacts (email and phone no.) from each project.
• Describe your methodology to meet security requirements and regulatory requirement for protection data.
• Company name, key contact, and address and Contact information for potential bidding process
Further information shall be provided to describe the system that best meets the preliminary requirements.
• High-Level Travel Processes Requirements, Exhibit 1,
• High-Level Cybersecurity & Data Protection Information Requested, Exhibit 2
• High-Level Technical Integration Requirements, Exhibit 3.
Responses Due: All responses will be electronic format and emailed to Terri Cleveland (clevelandtd@ornl.gov). All responses must be received no later than 12:00 PM EST on March 11, 2026.
Additional questions should be submitted with response.
File details come from the government source that posted it. Updated .